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      Adding and editing group companies

      In this article

      What are group companies?

      Group companies is where you set up your own company / group details for your business

      Depending on the structure of your business, you may want to add any different operating companies within your Chalkstring account. It could be anything from a single company, to a large group with multiple different companies / divisions.

      Adding a company

      To add a new company you will need to have the necessary permissions. If you don't see the options in the steps below but believe you should have these permissions, please speak to your system administrator or contact our support team.

      Steps to add a company

      1. From the left menu bar click the 'Settings' icon, then click the ‘Admin’ icon.
      2. Click the ‘Company details' sub menu.
      3. Click the ‘+ New Group company’ button in the top right of the screen.
      4. Complete the form.
        1. Group company name - Enter the name of the business. This is what will display on outgoing documentation to your clients and suppliers.
        2. Company registration number - Enter the registration number for the company
        3. Company VAT number - Enter the VAT number for the company
        4. Email address - Enter email contact information for the business e.g. a central head office account.
          1. If the company has multiple addresses, enter the address and click 'Add email address' for each of the addresses.
        5. Telephone numbers - Enter telephone contact information for this business e.g. a central head office reception.
          1. If the company has multiple telephone numbers, enter the number and click 'Add telephone number' for each of the numbers.
        1. Addresses - Enter the company address.
          1. If the company has multiple addresses, enter the address and click 'Add address' for each of the addresses.

      The new group company will appear in the 'Company name' list on the 'Company details' page.

      Once a group company has been created, the currency for the account can be changed on the 'Company details' page.

      Group company logo

      1. Individual companies can have their own company logo. To upload a logo for the company, drag and drop the file to the 'Upload files', or click the box to browse to the file in the 'Chalkstring account' section on the left hand side of the page when creating or editing a company
      2. Click the 'Save' button.


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      Editing companies

      If a company needs to be updated you can use the edit option.

      Steps to edit a company

      1. From the left menu bar click the 'Settings' icon, then click the ‘Admin’ icon.
      2. Click the ‘Company details' sub menu.
      3. Find the company that you wish to edit within the 'Company name' list on the right hand side and click on it to view the details. 
      4. Click the 'Edit' icon in the top right of the screen. If you aren't sure which icon, hover over them to see a tooltip.
      5. Make the changes you wish to make.
      6. Click 'Save'.

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      Archiving companies

      If you have companies that you no longer want to use going forward, you can archive them.

      Steps to archive a company

      1. From the left menu bar click the 'Settings' icon, then click the ‘Admin’ icon.
      2. Click the ‘Company details' sub menu.
      3. Find the company that you wish to edit within the 'Company name' list on the right hand side and click on it to view the details. 
      4. Click the 'Archive' icon in the top right of the screen and then click the 'Confirm archive' button that appears. If you aren't sure which icon, hover over them to see a tooltip.
      5. This will leave the company record in the system but hide it from dropdown lists.

      Steps to unarchive a company

      If for some reason you need to reinstate an archived company you can do so with the following steps:

      1. From the left menu bar click the 'Settings' icon, then click the ‘Admin’ icon.
      2. Click the ‘Company details' sub menu.
      3. Scroll to the bottom of the screen and tick the 'Include archived' checkbox in the 'Company name' section.
      4. Find the company that you wish to unarchive in the 'Company name' section on the left of the page and click on it to view the details. 
      5. Click the 'Unarchive' icon in the top right of the screen and then click the 'Confirm unarchive' button that appears. If you aren't sure which icon, hover over them to see a tooltip.
      6. This will reinstate the company record in Chalkstring

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      Deleting a company

      Deleting a company cannot be undone so only proceed if you are absolutely sure that you want to remove the record permanently from your system.

      If you have a company that were created in error and they have not been linked to any other data (such as projects) then you can delete them using the following steps:

      Steps to delete a company

      1. From the left menu bar click the 'Settings' icon, then click the ‘Admin’ icon.
      2. Click the ‘Company details' sub menu.
      3. Find the company that you wish to edit within the 'Company name' list on the right hand side and click on it to view the details. 
      4. Click the 'Delete' icon in the top right of the screen and then if you are sure you want to delete the record permanently, click the 'Confirm' button that appears. If you aren't sure which icon, hover over them to see a tooltip.
      5. This will permanently remove the delete record from the system.

      If you receive an error when trying to delete, this means the data is linked to other data in the system. In this instance use the Archive option instead. 

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